Step 1: Start by asking for their overall feedback or thoughts

‘I’d like to start by hearing your thoughts – how do you think you did this past year?’

‘How would you describe your on-the-job performance this year?’

“To begin the meeting, invite the employee to speak first,” Price suggests. “Follow the advice of Stephen Covey: ‘Seek first to understand, then to be understood.’ This allows you to hear their perspective before offering your viewpoint. You’ll also discover their level of self-awareness, and be able to tailor your feedback accordingly.”

Listen actively and empathetically. Take notes if necessary to capture the employee’s own words and phrases, she says. “During the meeting, repeat his or her language where appropriate,” Price says.

Step 2: Allow them to celebrate the positives

‘You mentioned you exceeded your productivity targets. That’s great news. Please share some examples and tell me how you did it.’

“Reinforce the person’s strengths. Recognize what they are doing right and give them an opportunity to expound on their achievements,” Price says.

Step 3: Reinforce the positives

‘Congratulations on achieving _____. That’s exceptional work.’

Follow up by adding more positives from your perspective, Price says. “Use a variety of descriptive action verbs. When possible include specific facts, such as quantifiable or measurable results.”

Step 5: Empower employees to coach themselves

Price suggests you encourage the employee to develop their own plan for improvement (versus telling him or her what to do). This way, she says, you empower them to take ownership of the process, and they will be more motivated to change.

Step 6: Communicate opportunities to improve

‘I think you did ___, ___, and ___ very well this year, but feel you can still improve on ___, ___, and ___.’

Now it’s your turn to do the talking. Be honest when you communicate your feedback – and be specific.

You don’t want to be too hard on the employee to the point where they feel discouraged – but you also don’t want to sugarcoat everything. Constructive criticism is useful and often appreciated by employees, so long as you go about dispensing it in the right way.

Step 7: Give concrete examples

‘You did ___ this year. That negatively impacted ___. Help me understand why that happened.’

Be prepared to deliver the facts with tact, respect, and directness. “Talk about what you witnessed or experienced, not rumor or gossip,” Price explains. “Communicate how the under performance impacted you and others. Then, give the employee the chance to explain.”

Step 9: Clarify expectations

Next you’ll want to communicate your clear expectation for improvement, and ask for a commitment, says Price.

Step 10: Ask how you can better support them

‘What can I be doing better?’

‘Is there anything you need from me as a manager that I’m not currently providing or doing?’

Ask the employee how you can better support or guide or manage them. Maybe they want more face-time with you; perhaps they feel you’re expectations are unrealistic. This is the time to ask how they feel – and remember to take their feedback to heart.

Step 11: End on a positive note

‘Remember I’m here to support you. Never hesitate to ask me any questions that arise or share concerns that come up.’

“Offer to answer any questions the employee may have for you. Remind him you have an open-door policy so that they may contact you with concerns or issues right away,” says Price.

“Communicate to your employee that you appreciate their efforts and talent, encourage them to use the feedback to their benefit, and express that you believe in their potential to grow and develop as a professional,” she says.

Jacquelyn Smith contributed reporting to an earlier version of this article.